Administrative Team Lead

2 weeks ago

Edmonton, Canada University of Alberta Full time

**MED Pediatrics**:

- Competition No.

**S104652155**
- Posting Date

**Nov 15, 2023**
- Closing Date

**Nov 29, 2023**
- Position Type

**Full Time - Grant Funded**
- Salary Range

**$60,299 to $83,456 per year**
- Grade

**10**
- Hours

**35**

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 1 year plus a day with the possibility of extension and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

**Location - **Work primarily takes place at North Campus Edmonton.

**Working for the University of Alberta**
- The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community._

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

**Position**

Reporting to the Academic Department Manager (ADM) in Pediatrics, the Administrative Team Lead will provide a wide range of administrative support to the Academic Department Manager, Academic Department Chair, Associate Chairs, Directors, faculty, staff and students of the department.

The Administrative Team Lead supports the operations of the department based on an understanding of the administrative and academic leadership's needs. This position will play a key role in ensuring the day-to-day work of the department is directed to the right people and systems by the applicable deadlines. Consulting with internal and external resources, this position must solve routine problems using policy, procedure, or process or based on direction from the administrative or academic leadership. The Administrative Team Lead will work independently, occasionally collaborating with other departmental support staff, and with regular consultation with the ADM.

**Duties**

Communications: (10%)
- Screens, directs and processes phone, electronic and in-person queries

Departmental Operations: (20%)
- Creates and maintains spreadsheets and/or databases.
- Prepares standard and ad-hoc reports for the area. Designs and develops customized reports
- for specific needs
- Provides various monthly or quarterly operational reports, as required by the ADM.
- Maintains area records. Establishes, maintains or updates files
- Sends out surveys or information requests. Compiles submissions for review
- Coordinates the collection of risk waivers from staff if required
- Books guest parking online and purchases parking codes through the University Parking Service
- Work within Google Suite and Microsoft Office Suite to perform other administrative tasks
- based on department needs
- Responsible for updating office protocols specific to the role

Process Coordination/ Initiation: (10%)
- Initiates purchase requisitions, purchase orders, and invoices through SupplyNet. Initiates vendor payments
- P-card holder for departmental purchases
- Initiates travel and expense claims for leadership when required
- Reviews individual transactions, financial statements, supporting documentation for accuracy, compliance to policy, and appropriate authorizations
- Provides guidance and assists users with the initiation of routine financial transactions. Escalates issues to the Staff Service Centre or assigned Financial Partner
- Identifies troubleshoots and resolves transactional issues. Corrects errors. Escalates broader, more complex issues
- Initiates transactions in conjunction with associated finance and/or HR resources to make adjustments
- Work with the Departmental leadership team on specific projects and strategic initiatives on an as-needed basis

Leadership (40%)
- Supervises administrative team including providing work direction and conflict resolution that influence the team operation and deliverables.
- Liaises with Divisional Directors and faculty to ensure the level of administration support is effective and efficient.
- Coordinates orientation and training of new team members
- Recognize staff developmental needs and cross-training opportunities
- Completes annual staff appraisals including gathering feedback from appropriate stakeholders. Manages escalating performance management to the appropriate stakeholder using coaching, counseling, and supervision
- Liaises with Human Resources to develop job

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